Note: Asset Manager requires the .NET framework in order to run. If your computer is missing the .NET framework, the installation program will prompt you to install it.

Getting Started

If you have already purchased a license key, go to the Menu item Help à Enter license key, and enter it in the space provided. The button will be disabled until the License Key is entered correctly. You may then click on the button to license Asset Manager and remove the 10 item trial limitation.

If you don’t have an Asset Manager license key, you may click the link to purchase it, or open your web browser and go to: http://www.kzsoftware.com/purchase/asset_management

Navigation

Navigate through the 4 main screens by clicking on the tabs as shown.

Asset List View

The Asset List view provides a list of the assets in your database. When you select an Asset Type on the left, all of the assets for that type will be displayed in the list view. Assets may be dragged and dropped from one Asset Type to another by dragging the asset from the list view to a different type in the folder hierarchy on the left.

You may also view the assets by Location by clicking on the “Location” tab on the left. This will provide a similar folder hierarchy for navigating Assets by Location.

Adding new Asset Types

You may add new Asset Types or Locations by right-clicking on a folder and then choosing, “New Asset Type…” from the shortcut menu.

Here, you may also set a default Account Code for this Asset Type, as well as set the option to generate the Barcode Numbers Automatically or Manually. The values set here will be used by default for new Assets using this Asset Type.

Changing the columns displayed in the list view

If you would like to show different columns in the list view, right-click on the list view and select the option, “Show columns”.

This will open a window which will allow you to select the columns to display in the list view.

Select the columns you want to display in the list view, and then click the Ok button.

Asset Entry View

To add a new asset to the database, open the New Asset window by clicking on the New Asset button ( ).

Enter the Asset information that you would like to track.

When you’re finished entering your Asset information, save the record by clicking the Save & Close button:

Asset Header Information

The Asset header contains the following fields which identify the type of asset you’re tracking:

· Description

· Asset Type

· Location

· Manufacturer

· Brand

· Model

If the Asset Type or Location isn’t listed in the drop-down, you may type in a new value. Asset Manager will then open the New Asset Type window so you can set the default values before continuing.

The Asset Number in the upper right corner of the window is the value which will be used for the barcode. If you already have a barcode on the item, you may select the “Manual” radio button and enter the value here. If you’re unsure of what the value of the barcode is, you may place the cursor in the text box and then scan the barcode while your barcode scanner is attached to your computer.

The General tab

The General tab contains the following fields which identify a specific asset:

· Serial Number

· Status

· Condition

· Checked out to

· Due Date

· Notes

· Picture

If you need to change the values available in the Status or Condition drop-downs, go to Tools à Manage selection values. To populate the “Checked out to” field, click the Check Out button at the top of the Asset Entry window. Assets may be checked out to personnel who have been added to the “Personnel” list.

The Finance tab

The Finance tab contains the following fields:

· Account Code

· PO Number

· Vendor

· Purchased

· In Service

· Purchase Price

· Current Value

· Scrap Value

Values in the Vendor drop-down come from the “Vendors” list view. You may add new Vendors by typing the vendor name in directly here, or by typing in the full details on the Vendors screen. All of the fields on this screen are optional.

The Service tab

The Service tab contains a listing of all of the service that has been performed on this asset. Click the New Service Entry button to add new service entries to an asset record.

The Notes tab

On the Notes tab, you may type any additional ad-hoc notes about this asset.

The Attachments tab

The Attachments tab provides a place to upload files – owner’s manuals, instructions, additional pictures, any types of files that you would like to include with the record. You may click the paperclip icon to browse to your files for upload, or drag and drop files to the list.

The History tab

The History tab provides a listing of events that have taken place for this asset – check-in/check-out events and audit events are listed here.

Check-Out process

The check out process is used to assign an asset to an individual. Assets may be checked out to any of the personnel listed on the Personnel screen.

Checking out a single asset to an individual

Asset Manager allows you to check out an asset from several different screens:

1) From the Asset List View, you may check out the asset by selecting it in the list and then clicking on the Check-Out button at the top.

2) From the Asset Entry Form, you may check out the asset that’s currently opened by clicking on the Check-Out button at the top.

3) From the Personnel Entry Form, you may check out an asset by clicking the Check Out button on the “Assets checked out” tab.

After clicking the check out button, the check out form will open:

Here you may scan the personnel badge, or select their name from the list.

Set the due date when the item should be returned.

The “Items to Check Out” list displays the item you are about to check out. Check to make sure the item is correct, add any comments if you’d like, and then click on the Check Out button at the bottom to complete the process.

Checking out multiple assets to an individual

Additional items can be added for check out at the same time using the Search feature on the Check Out form shown above. If you have the barcode available, simply place the cursor in the Search box and scan the item to add it to the list of assets to check out. If you don’t have the barcode available, you can search by the description. If multiple matches are found, it will open a window that looks like this:

Select the item in the list and then click the Check Out button to add it to the list of items for check out. Fill in any additional information on the Check Out form as required, and then click the Check Out button to check out all of the items at once.

Personnel List View

To manage the personnel in Asset Manager, select the Personnel tab.

Personnel Groups

You may create new personnel groups by right-clicking in the folder navigation area and selecting the shortcut menu item, “New Group…”

Enter the group information and then click the Ok button.

You can create sub-groups in the same manner by right-clicking on a folder before selecting “New Group…”. Groups may also be dragged and dropped to create a hierarchy that fits your organizational structure. You may also drag and drop personnel from the list view to the groups for convenience, rather than selecting the group from the drop-down in the personnel entry form.

Personnel Entry Form
To add new personnel to the list, click on the “New Person” button ( ) in the list view.

If you already have personnel numbers assigned to employees, select the “Manual” radio button in the Personnel Number area and enter the personnel number. Otherwise, leave the “Auto” radio button selected and a new personnel number will be generated when the record is saved.

Vendors List View

The vendors list view displays a list of the vendors that have been entered.

To add a new Vendor, click the New Vendor button ( ).

Fill in the information you would like to track and then click the Save & Close button to save the vendor record.

Reports tab

The reports tab allows you to select from the pre-defined reports available in Asset Manager.

Select the radio button next to the report you would like to preview. To set Group By and Filter options, click on the “Options…” button.

The following reports are available:

Report Name	Description
Asset List	The Asset List report contains a complete list of the Assets that have been entered into Asset Manager.
Checked Out	The Checked Out report displays all of the assets that are currently checked out.
Overdue	The Overdue report displays all of the assets that have been checked out past their due date.
Avery 5160 Barcode	The Avery 5160 Barcode report allows you to print barcodes for your assets using the Avery 5160 template.

Database Security

You can set a password to prevent unauthorized users from modifying or deleting records. When a password has been set, all users will be prompted for a password when opening Asset Manager.

Set a password to modify or delete records

1) Select Tools à Database Security from the menu

2) Enter a password. All users will be required to enter this password when opening Asset Manager. Unless they have selected one of the options below.

3) If you would like Asset Manager to automatically fill in the password for you on the computer, select the checkbox, “Remember password on this computer”. This option applies to the current computer you are setting up only. With this option, the password will be filled in automatically in the login box when Asset Manager is opened.

4) If you would like Asset Manager to automatically open in Read-Only mode on the computer, select the checkbox, “Automatically open in read-only mode on this computer”. This option applies to the current computer you are setting up only. With this option, Asset Manager will automatically open in Read-Only mode.

5) Click the Ok button to save your changes.

6) If you have changed the password, you will be prompted to reenter it to confirm the changes. Reenter the password and click the Ok button.